Front Desk / Office Coordinator

The Front Desk Receptionist/Office Coordinator serves as the first point of contact for clients and visitors at Sapphos Environmental Inc. This role is crucial in ensuring smooth office operations and providing administrative support across various departments. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a proactive approach to problem-solving. 

•  Reception Duties:
  • Greet and welcome clients, visitors, and employees in a friendly and professional manner
  • Answer incoming phone calls, directing them to the appropriate personnel or taking messages as necessary
  • Manage the front desk area, ensuring it is tidy and presentable at all times
• Administrative Support:
  • Perform data entry tasks accurately and efficiently into company databases.
  • Assist with the preparation of reports, presentations, and other documents as required by various departments.
  • Maintain filing systems (both electronic and physical) for easy access to information
• Office Coordination:
  • Oversee the maintenance of office facilities, coordinating repairs and upkeep of building interiors and exteriors.
  • Manage relationships with vendors for office supplies, equipment maintenance, and facility services.
  • Ensure that all office supplies are stocked appropriately; order new supplies when necessary.
• Fleet Management:
  • Coordinate the scheduling and maintenance of company vehicles used by employees for fieldwork or client meetings.
  • Keep accurate records of vehicle usage, maintenance schedules, insurance documentation, and fuel expenses.
  • Liaise with drivers regarding vehicle availability and any issues that may arise
• Interdepartmental Support:
  • Collaborate with other departments to assist with special projects or administrative needs as they arise.
  • Provide logistical support for meetings or events hosted by the firm including room setup, catering arrangements, etc.
• Customer Service Excellence:
  • Address client inquiries promptly and professionally; resolve issues or escalate them as needed.
  • Foster positive relationships with clients through effective communication
• Compliance & Safety:
  • Ensure compliance with health and safety regulations within the office environment.
  • Assist in maintaining an organized workspace that adheres to company policies regarding safety protocols.

• High school diploma or equivalent; associate degree preferred
• Proven experience in a receptionist or administrative role; experience in an environmental consulting setting is a plus
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management systems
• Strong organizational skills with attention to detail; ability to manage multiple tasks simultaneously
• Excellent verbal and written communication skills; customer service-oriented mindset
• Ability to work independently as well as part of a team

• Ability to sit for extended periods while performing desk duties.
• Occasional lifting of office supplies or equipment (up to 25 lbs)
• Must be able to navigate around the office premises, including stairs

• Competitive salary commensurate with experience
• Health insurance options
• Paid time off (PTO) including holidays
• Opportunities for professional development